City Council - Regular Meeting

6 p.m. I'm talking a little louder. I will call this regular meeting of the city council of Wood Creek to order versus a moment of silence. If you will rise if you are willing and able. All right. And we will proceed with the pledges. The United States first to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all.

Honor the Texas flag to be Texas, one state under God, one and indivisible. Carry will call RO to establish a quorum. Council member Ry Scott here. Council member Lana Bailey here. Council member Chris Richardson here. Council member Livberg, Mayor Cocham Chris Grimmer here, and Mayor Kevin

here. Thank you. Uh just a small comment. Miss Fber had a death in the family and so she is not joining us this evening and if you could keep her in your heart and mind is a close member of her family and so um no doubt she is dealing with quite a bit right now. She's left for Temple, Texas, and may or may not be back in time for the event this weekend. So, we'll just we're thinking about you, Linda. Hope everything is okay.

Um, all right. Well, the first item up is a proclamation and presentation related presentation in honor of and in recognition of outstanding leadership and dedication to the city of Wood Creek from our former mayor Jeff Rasco. Um, his volunteer service record is extensive. But I'm not sure we have the time tonight to go over it all. Not just um on city council, but he was also a former member of the planning and zoning. He's been on a lot of different various smaller committees. Um he is part of the art committee here and he's um currently serving as a citizen volunteer on many items still. And uh we're just super grateful for everything you've given to this city. And you are just a perfect model of exemplary citizen and and volunteer. and we couldn't be more proud or grateful for you. And so if you would like to come up and receive this plaque,

this is probably nicely hidden. I know, right? This is probably the most exciting thing I've been able to do on my term in city council thus far. So if one of would mind taking a photo. That's perfect.

And thank you to Mayor Gart for um getting this for us. would wouldn't be better off because of you and thank you to his wife for putting up with all this all these years. You were awesome makes me volunteer. Did we smudge it over? No, I'm not. No.

All right, y'all. Well, um I believe we have one public comment. Sure.

Thank you, sir. So, we have Jeff Rosco 164. It says you want to speak on agenda item three, but at the start, is that okay? Well, exactly. A consent agenda item number three. Okay. Is loosely related. Okay.

I haven't been able to do a public comment in a bunch of years and just messaged me. Sorry. Okay. Is this the thanks I feel for this city, for our citizens, you know, for all of you, for the staff, Jim, Carrie, Tabby, Sean, um, everybody that's worked so hard over the last few years. But, I mean, this the council has been phenomenal. Um, each and every one of you. Um, and my the reason I'm tying it into consent agenda item number three, um, is that I wanted to especially thank Russell Scott, um, for stepping up, um, giving him counsel, working hard, um, bringing his love from wife in with him. um you know they've both been exemplary um volunteers and um it's really tough um see you go off the council I know why your business is booming which is good you know that's that's good stuff maybe you can hire some of these people um but um but anyway I just wanted to thank you personally thank you you know for your service and um phenomenal anyway thank you very much Yeah. Thank you.

All right. Um, we had one written comment, but it did come in outside of the window, and so I'll just briefly mention it during the item, but I'm not going to formally read it as it doesn't meet our timeline standards. Um, with that in mind, we'll move into the consent agenda. Do I have a motion? Hear that? I move we approve the consent agenda in total. In total. Excellent. So, Crystal Richardson seconded. Mayor Proton made them. I started to and then they kept talking in their cheeks. So, well then we'll give it to Bailey. Okay.

All right. So, with that, our consent agenda items one through 13. Oh, we need a vote. Sorry, jumped jumped the gun there. We would like to vote. All in favor. All right. Uh, so the eyes haven't said agenda items one through 13. Sorry. We just accept it. Yes. Oh, okay.

Go ahead. So, on this item, we have um if I can take a point as mayor to echo former mayor Jeff Rasco's comments to Mr. Scott at the end of the table. Council member Scott. Um if you notice item three, it is accepting his resignation. This is a formality. This isn't a time for discussion, but I'm going to take the point of privilege to say thank you so much for your service and you've been an excellent council member. You've brought great ideas, great talking points. Um, you have forced us at times to be better time management officers. You have um greatly improved the communication coming out from the city. Um, you're a huge asset to the community in many ways. And we hope people stay around as a volunteer if not on council and in some other fashion. And if everyone could just take a minute to acknowledge Mr. Scott Coun no longer council member Scott and just give him another round of applause.

Um I actually do have another place I need to be in about

45 minutes. So um I'm going to disappear. But um yeah, just so everybody knows the thing with the business, most of my clients work and they want to meet at 5:30 or 6 or 6:30 or 7 at home and they've got home from work and you know that's on me. So it makes it really difficult for council meetings, even though only once a month or twice a month, they just always seem to land on those huge jobs that I don't want to put off. Uh so thank you for accepting the resignation. I've learned so much and enjoyed so much the past year on this council. I spent a lot of time in Lakeway, but I didn't learn near as much as I have with you guys. And I feel like we've built some really strong relationships uh not only between us, but with our community. Uh I I I think we've made really great strides and I'm very very happy, very proud to say that I served with you guys and I hope someday I don't plan on working all this time for the rest of my life. So hopefully in the future I'll have another place at the table. But um I just want to thank you for for all your support, all your knowledge. Mayor Pro Grid, especially helping me through u my first formal election season, which was uh harrowing as they always are, but kept my sanity, you know, in check. So thank you for that. And thank each one of you staff members for all you've done to support me and the other people of Wood Creek. Uh, I'll shut up now. But thank you very much. And I'm gonna get out of here.

Please. My new man came. I'll find Bye.

All right. Who are we going to move into the reports from officers? We have the city administrator's report. Um, we're just we're going to hit this pretty pretty broadly. If you got any questions, please ask. Um, on the sheriff's report, y'all seen it. I want to make note that the October had 17 stops, eight tickets, and only three of them were residents. So, that's, you know, hopefully deterring the outsiders. Uh, November there's 15, three tickets, seven residents. Um, we have requested that our main deputy that's been doing it do it full time. I mean, do all of them for us rather than because he seems to be a little more thorough and I think it's more bang for our buck. So, we've requested the we reached out to the sheriff's department, see if he can be our full-time part-time guy. So, he does the best job. So, any questions? Um, engineering report. We have the engineer here. So, I'm not going to touch on most of it, but just high level uh that we just they just completed the assessment for the city hall ADA parking. So, that'll be forthcoming in future meeting to determine what we want to do there. Um the Brook Hollow pedestrian bridge feasibility study, they just they've completed the survey. uh doing the concept development with some of the direction we've given them and hopefully um we'll have forthcoming early in 2026 the you budgetary cost and options and all that kind of good stuff. So hopefully early 2026 we'll have something um and the the feasibility study's been completed and u once we get some better direction we'll done. Um the street maintenance plans in proc so nothing to really report. Melanie, do you have anything to add to that?

Nobody did it before the holidays, but the latest year or the next year.

So that's that. Everything else I'm going to report she's going to address. So I'll let that go. Um code enforcement. Um uh looking through the stats today for November, I'm really impressed with what Sean's been doing. He sent out 12 different letters. um 10 of them for trailers and a non- workinging car and there's vegetation. All but one has been resolved and that that one that's unresolved is going to be going to this guy over here uh to help me address um just the basic city hall updates. The restroom at the playground is will be open by the end of the week. Um the rainwater collection system they're going to put in mid January around the 13th. Once that's completed um we will do finish up the the path. I don't want them messing up my path doing that. So, um, mid to late January, hopefully everything will be completed and we can have a party and um, so and we've got we Taffy was uh able to get with our cleaning crew that does here and they came in under budget over what we suspected to they'll continue to clean that once a week too. So, well, good job, Taffy. um safety enhancement, the speed cushions and the all the signs available with it. We're looking into early January. He's still pulling together some p posts, poles and signs and whatnot. So with the holidays and all that, probably be early January before those go in the ADA parking at the playground and Augusta will be late January, early February and weather dependent this time of year. Um, since we've approved the covert clean out, that will probably be

February before we want to see if we get some rain and soften it up and be easier to clean out that way. Um, the Deerfield project that's wrapping up. Um, there is roughly 35,000 left in that grant with some of the change orders that we have um that that change throughout the process. we need to at least spend 25 to 30 of that so we don't get dinged from for not spending it. Um and the the discussions we've had probably the most economical and um effective use of that money because of um

mobilization fees.

Mobilization. Thank you. That's the word I'm fixing her. Mobilization fees. the most bang for the buck I think is we reinforced the the drainage ditch that we've created some for lack of a better term river rock it won't be river rock but some kind of stone to start on the other side of um deer field that that west side kind of come through and then follow on through to the south side too makes the most sense possibly some green infrastructure so for that So I will meet with alpha on that next week kind of get an idea and then go from there. But that once that's been done complete um just want to remind everybody we'll be closed to y'all be closed the 24th to the 26 and then again on the 1st. So we'll also during that time we have some flex days for our staff. So, we'll be partially staffed during Christmas as well, the days that we're open. So, and then I want to give a shout out to our city secretary to Carrie. She's nearly complete with the first module, first of four modules. She's way ahead of schedule and she's only missed one question thus far in all of her

testing. So, I want to give a shout out to her. She did an excellent job ahead of schedule. She'll be certified Pokemon. Yeah. Thank you. That's it. Sweet. Thank you.

All right. With that, we'll move into our regular agenda. Um, just to give council a little heads up, I'll probably be changing a few things with the way uh the agenda flows. Meaning, I will not be reading the items out in advance. I will provide a brief summary. It will be up to you all to issue a motion in a second and then we'll enter discussion. I won't be repeating it again. Uh if this proves to be too fast of pace for our city secretary, we can slow it down and and back out of that. Uh but the goal is to kind of remove some of the redundancies and kind of streamline and make things a little bit more efficient for us.

Also, if I may add to that, um if you need a bus to stop at any time, please go. I'm sorry you did not recognize your truck that comment. No, I'm kidding. adopted. All right. So, moving into item number one, Freeland Turk drainage preliminary plan. I would entertain a motion to accept this presentation. Mayor May. I move to accept the Freel presentation of the Wood Creek Preliminary Drainage Plan. Second. Seconded by Mr. Richardson. Uh motion made by Council Member G. Maybe

I'll try to follow along. You just tell me. Do you have a PowerPoint? Uh, do I have the PowerPoint? I have It's a good question. No, you don't. It's the second link, I believe. That's what I'm just I try to consolidate the PowerPoint. It's a lot of information. No. Oh, that one. That one. Yeah. Clicking on the wrong thing. That's still PDF. Well, I had to convert it to a PDF to post it. It didn't point. Well, can I work still? Okay.

All right. Good evening, Mayor Council. Um, I will say I tried to consolidate as much as I could for this one. So, a lot of information on all 10 areas. Um, my thought is to go through the presentation, answer questions at the end, but also feel free to stop me and shout out and we can answer questions as we go. Excellent. All right. So, I'm background and kind of catch up where we left off last time. Um, back in January, I brought the 10 preliminary areas of concern that we identified. Those were approved. So, we moved forward with preliminary analysis of those for the 10-year storm event. Um and for that scale of work we were basically looking at conceptual design um sizing infrastructure just so we could develop a budgetary cost. So did not include any survey basing this off of site visits aerial imagery LAR which is contribution you download from online and parcels from the county. So none of this has been hard surveyed yet. Next and for reference here is the list of all 10 areas. We'll go through these individually and that map on the right is the same image that we've been kind of used to set the master plan and then added to

Can I ask a question? Would you like us to ask our questions per site or all at once at the end? I'm good. Whatever you you prefer. Okay. We have all 10 sites. So, if we already kind of have questions in our mind as we're going here, I'm happy to stop at each. I would just ask that we get all the way through the presentation and then return back for questions if possible.

Okay. Perfect. Works for me. Um each of these sites, just for a quick update, we have there's two slides. First slide's going to be kind of some images and then the next slide has some information and budgeting. So site one, that text definitely got really small. This is Wood Creek Drive and Champion Circle to Range Road 12. We kind of looked at both the intersections there. And all of the photos that are included are from sometime over the summer when I came in to site visit after a storm event. So I thought that was some helpful reference information. Slide, please. Um, so this location basically looked at upsizing courts. again sizing everything for detangler storm event. Um looked at improving the channel from kind of that southeast corner of the intersection down to range road 12. Um this budgetary cost was 434,000 and this would require a drainage easement through that lot right below um Wood Creek, but that is a city-owned lot there. So making sure it's upsizing at all the intersections around there again improving the channel. Site two. This is at the Brookside and Brook Meadow intersection. You can see some staining on the paper and blockage of the coworks there. Again, same thing. Upsize these coworks for the 10ear storm event. Existing for this one was four 36 inch pipes and we're upsizing to 10 x5 boxes. This one was a pretty significant upsize to accommodate the tenure storm event. Um, this would also include some pretty significant grading and clearing upstream and downstream. Again, this one was a large upsized, so it would be quite a bit of effort. Um, cost, this one came in at about 915,000 and would require drainage easements to accommodate all of that infrastructure there.

Site three, this is Paul Hollowo and Hog Creek intersection. So, one of the big ones in the flood plane where you have some existing large box structures there. Again up size covers for the 10ear storm event great and clear upstream and downstream. Um for reference the existing covers there are two 12x4 boxes. This would be upsizing to 712 by um cost came in at about 943,000 and also drainage ement acquisition would be required. Site four Brook hollow and westwood. Um this is one of the locations where there's an existing concrete V low water crossing there. You can see some ponding of sediment in that storm. So basically be removing the concrete low water crossing and adding a covert size for the 10 year and regrading some channels and connection. There's a lot of ponding and other issues at that site. Um this one cost was 153,000 and required drainage usements. Site five, Tmont Trace and Champion Circle. Again, you can see some degree on the pavement. Whenever you see that just for some reference again was some of the earlier pictures. Whenever you see some of that on the pavement means it was flowing over the road. Um so here upsize that covert for the tenure storm event regra up and downstream. And then also looking at that driveway downstream be recommending to add some covers there just so you've got a clean discharge for that flow cost 166,000. Um there would be some temporary easement acquisition for the driveway work and then a potential drain achievement. Site six, Champion Circle and Champions Court, which was kind of not helpful here. There wasn't much on the roadway at that location. So, um, for this one, looking at it, basically looking at some improvements we could do in the ride ofway to help channelize drainage around that intersection. So, it would be regrading some driveways, regrading channels. Cost

is pretty low on this one, 35,000. and again temporary drainage easement to make those improvements to some of those driveways. Um site seven, Wildwood and Dittle. You can see in those pictures some significant ponding especially around the driveways there. Um here looking at adding driveway culverts to solve those ponding issues, improving channels and adding a culbert across the intersection to reroute all the drainage flow under the pavement around that corner. Um cost here 104,000 and there would be apparently with no until it's already in no easement acquisition on this one. Um site eight CM Creek and Woodview. This is another concrete low water crossing.

Sorry.

Um so similar the last one would be proposing to remove that concrete low water crossing add a covert pay that with asphalt rub all the drainage under the street. cost would be 103,000 and potential east acquisition put in parentheses dependent on property lines. So you'll see on some of these the property lines that we pulled from the county GIS actually overlap the street most likely that's not accurate once we get this actually certed. Um, site nine, Wilson's folding circle. Same as the last site, concrete low water crossing. Um, same proposing here to remove that concrete, add pave with asphalt. Cost would be 198,000 and no easement acquisition anticipated on this one. Um, site 10, McGregor and Spalding. You can see some ponding on that right picture there. Um, proposing to on McGregor high pilot channel where you see that ponding. So you had a concrete pilot channel within the asphalt street, drain that down to Spalding and regrade the driveways to kind of fix some of the ponding issues in that area. Um cost would be 107,000 and some temporary easement acquisition again for the driveway work. So as a supplementary we included a supplementary letter after we submitted the full master plan report. Um so ranked these for priority. um did a general costbenefit analysis. Did not do a true costbenefit analysis. Uh the first five say the same five and ranking that I had before. Basically how we looked at it. Those are the ones that were kind of a clear priority to us when we first initiated the stage. And then I did flip around some of six through 10. Um basing this mostly off of how the costs were coming in and then how the site visit appeared to me with where you could clearly see things that over top the road, there was ponding, there was debris. So that's how I ranked those for our recommendation.

Can you call that? So yes 10 were uh how did that reimage? It's in the slide there and if we get hold questions on the workshop please it's also in the letter under the work

item as well too or in the discussion item. I'm sorry. So next steps um would be city council to select a minimum of five areas of concern. Um from there we'll get those five areas have survey go out there with survey to be able to get accurate elevations, accurate property lines and then we update our preliminary engineering design. So basically we actually tie that in with survey. I wouldn't anticipate the sizes of the drainage structure changing significantly but things always get updated once you get surveying. Um and for there we complete the master plan all the selected areas of concern and we have that scope with five areas included at the moment.

Uh is that the end of your presentation? Yes. Can we vote on accepting this report and then we'll enter the workshop portion since you didn't want to field question during I think we'll just go to the workshop do all the questions together. Is that all right? All right. We'll hold a vote. All in favor? Okay.

All right. So, three eyes. Eyes have it. All right. We'll move into item two. Workshop is entered at 6:28 p.m. Um, this will suspend the more formal Robert's rules. You don't need to be recognized. I do ask that everyone try to um we're going to move sight by sight, so let's not hop around. And council member Bailey, did you find the the item on? So, it's slide 24. It's also on this first. Yeah, it's slide 24, but it's also the supplementary FTEG recommendation letter attached in the packet if you'd like a larger um copy. Okay.

So, we'll we'll go ahead and go back to site one if that's all right. And does anyone have any questions about site one? Oh, well, no question if I may. Um, regarding the the only ement being required is the city block. Correct. Correct. We're we're not Are we doing things to the county drainage? That's what we're proposing. Again, that would be right. So, we have to get permits. Would be right. So, we wouldn't need an easement.

We can't just get them to do it. That could be part of some of the future thorougher plans. I mean, in the future, but at this moment, if we wanted to, if we wanted to do it, we're doing it and we have the authority to do that. I think you would have to get permits for them because the right way, but you wouldn't need it. I'm sure they would be quite happy if um before we get into all the different sites, I actually have a big general question, which is for the surveys, in order for us to help kind of go, okay, we're going to choose five, we're going to choose eight, we're going to choose 10. Are the surveys going to be generally the same price or are they going to be oh this is a much bigger project it's going to cost

they're going to be a little bit different but not significantly different. Can we have a vague estimate? A lot of those are running anywhere from a,000 to max maybe 2500. Um I would also note that the Brookwell one we already have got surveyed for the pedestrian bridge study. So that would be one that would not require survey.

I'm a little confused why we need a drainage easement acquisition on a city bot. It would be more just to protect yourselves in the future if anything changed with ownership or something potentially there. Okay, that would be your recommendation. Okay, council member Ben. Okay. Um, we've discussed this before. Just a general question. some of the improvements. It felt like we would divert the water from this area but that it would go into another area. Hence all of that been thoroughly vetted so that we don't solve a problem here and put it downream.

And so with this one we have looked at it for the 10 year to have no increase in water service elevation and no increases downstream but that is something as we get surveyed we'll reevaluate at that age as well. Okay. For none of these, we're redirecting significantly. There's some redirection to avoid some ponding issues, but the water's still going to the same in place. It's just expansion and cover. Yes. The majority of these are upside. The point is to keep the water off the road. It's the same amount of water moving in the same spaces just under the road. Right. But previous uh concerns was that it would flow into a a different residential area. definitely impact any residential

always be the intent to improve and keep it within the right. Second question, um the easements. Do you have give me an example of is this something we're going to have to purchase from a homeowner or do these numbers include any estimates of cost? These numbers do include um an estimate for the easing acquisition just based off of current property value. Okay. So it's something you go and negotiate with the homeowners and then if you need to get an appraisal you can go down that route. So it'll be just relative to that their property. Yes. So okay

but that is included based off of just the acreage and a base appraisal value that you can pull up on county records. Okay. Is there any prioritization of these based on the hardship homeowners? I'm thinking uh the one at uh so 100 and we'll call council member Bailey. Do you have any more questions about site one? We're going to move from site to site. Okay. Well, as a general answer, no. To not take into account specific homeowner situations. Okay. Outside of just you looking. Yeah.

Do we have any more questions about site one in particular? All right. All right, we'll move to site two. Do we have any questions about site two? This is the Brookside Brook Meadow one. Um, my question has to do with I'm sure you've just addressed it, but I want to make sure um up Brookside we're kind of back where the hog started. Um, there's there's a couple culverts that lead to this intersection. Mhm. Did you assess those and feel like, "Yep, those are fine. It's just this is the issue here."

Not specifically. Again, we really tried to prioritize the main streets and the main intersections. So, I think some of those may be driveway culvers upstream. They are. So, a lot of that's within the rideway, but it's not at the major intersection. So, we try to focus more on access.

And to that point, remember, we t them with what to focus on. So, if you know, if we didn't tell them figure out the low-income houses and focus on that, they didn't. If we didn't say go look at the individual driveway coververts in the right way and address that, they didn't. So, this is about us specifically to summarize the the points we gave them. It was focusing on ingress, egress, so access for for homes and maximum impact meaning this is going to benefit or improve conditions for the majority of citizens. Those were our two main there was several categories but and then the 10ear flood would be the other.

Any more questions on site two?

I have one here. Um we we We have obviously approved a culvert cleanout and one of the things that we were thinking was really impacting some of these sites was the fact that our pulvers were heavily clogged. And so in this area in particular, I'm I'm kind of curious how that pulvert peanut might impact the function of the space. So it would be to me and this isn't I guess a question, but it's more of like a point for council. I think it would be relevant for us to reflect on how the culvert cleanout is going to impact this and maybe do another future assessment on some of these sites that involve culverts.

But on that point, if I may continue, um your assessment is the size of the culvert versus the amount of water flowing. Correct. So whether it's full or not full isn't part of the concern. Correct. I just want to make sure that we're talking from a maintenance standpoint with clogging. for not assuming sort of clogging factor with over sizing. So you're looking at the size of the cover and the amount of water that has to go through it. Okay.

Yeah. For not done on maintenance very important on culvert clean out because if you're partially blocked going to just continue to block the flow and you're going to have more water going over the street. Um, I am somewhat concerned about the grading adhesment in the streams themselves. And I feel like if we were to proceed with any of that, that would take a pretty large PR campaign. Um, especially because, you know, in theory, those are actually kind of owned by those property owners to the center and they certainly visibly believe that. And so I I I would be hesitant to sort of engage in any of that activity without getting all those stakeholders because I know you said drainage easement acquisition required here. And you know is that for also the grading of the creek or is it just for the covert installation?

Yeah, the drainage e acquisition includes a covert installation and then enough to tie it back in to the existing limits upstream and downstream. So you're not extending it all the way up, but you're getting to a point where you're not getting short flow and one of your maintenance concerns there. But it is it's a lot of trees and and resident. And also at this particular site, um the it's a dry creek and then it rains and and often what they've done is they've actually landscaped it in such a way as knowing it's a dry creek. So, it would be probably tough on them to like think about, oh, we're going to come in and

wrap it up. Take it out. Do you have any more questions or uh comments on site two? All right, we'll move to site three. This is the the bridge over Hog Creek at Ballo. I love that everyone keeps calling it a culvert, but we refer to this as a bridge. So, sometimes I get lost in the terminology. bridge box are kind of interchangeable on this one. Yeah. So, again, this one involves that that gradient inside the creek. So, that's a little bit concerning. Um, did y'all have any questions? I have a question. Yes. Um, so there's a proposed pedestrian rail

potential. Yes. Potential. Um, and we're thinking of different sources of money. And when projects co-mingle different sources, is that a problem? Is that too complex to orchestrate or like, oh, that bolts attached to the road and that's part of the road, but that bolt is part of the culvert, that's the drainage fund. like does it get too complex to mingle those kind of well it depends on how much backup proof with the fund being split to on that end I don't know how accurately I can answer that question and the proposed bridge and this do they still coexist

so my recommendation without having wrapped up the pedestrian bridge feasibility study depends on time and everything um pedestrian bridge theoretically could be installed pretty quickly pre-fabricated to drop that in. Um I will say I have kind of that recommendation as if that doesn't proceed whenever if this did proceed with a drainage infrastructure improvement, you would widen the culvers. So whenever you go in and install and upsize all of those, you would widen those enough to have your extra width to potentially have a pedestrian path in the future. So you're suggesting that widening this particular area, we can build in a pedestrian area protected from the road.

Especially when you upsize, that would be a very opportunity potential. So rather than approaching it from two separate little projects that get merged, we could actually approach it as one project potentially. It depends on funding timeline. And you were saying, would you say that that is the more advantageous route to take? like can you make recommendation at this point? That's where our funding point comes into play. Yes, it's a lot of funding questions. Okay. Which to let council know, I did ask um our financial advisors

to uh give us some information and I'm ready to talk about that kind of when we get to like a the more general questions past the sites. And one of the points is this area because we're looking at the pedestrian bridge and also because Burkalo has not been improved yet. Potentially the road bond can be used to improve Balo. Now we're trying to unpack the sort of details of okay, but if we're primarily addressing drainage, does that really qualify? You know, if we're making substantial improvements to the road, is that enough to qualify? You know, so we're we're trying to tease it out with bond council on that front to really understand this. But um I would say that it makes a lot of sense to bundle I sites three and four with the pedestrian bridge considerations coming in the future. So I think it would be prudent for council to possibly consider um what whatever we do for sites three and four to keep them together and to keep that pedestrian bridge item in place with in our minds if that makes sense. Do you have any other questions or concerns on site three? All right, we'll move to site four, Brookall and Westwood. This is one of our like kind of long-term known issue sites that's been on drainage improvement plans for going on probably 10 years now.

So, it's definitely a a has precedent for improvement. Okay. Um, and this is a site where when it's flooded, we were concerned about femal drug being cut off. So, that would be one. I suppose your job wasn't to consider any priorities due to safety factors, but just costs and get structured, right? You're talking with how I prioritize the order of things. Yes.

Yeah. If I was going to program back costs, I would really be a different. They're not more necessarily back cost. It's a lot more as to what impacts kind of the most residents, which is especially how we came up with the top five. Those are a lot of the main streets in Wood Creek. Okay. But then prioritizing by cost. Um we have some some drainage piles of 400,000. We could probably do three of these projects and get them finished and then have other financing needs. So, have we would that be a council decision? Yeah.

Okay. Because this one is just 153,000. And of course, if you combine it with number three, then that's a million dollars. So, we we wouldn't be able to do it. without other financing. Okay. Thanks. Um in your report for site 4, you mentioned that um that remediation would require cooperation with the golf course super discharge. Would this be a situation that would also be beneficial for them or would it be I mean like I'm trying to figure out if that' be something they'd be on board with or if we would be met with opposition.

Could you go back to the one slide before that one? Without having talked to them about any of this yet, I would feel like they'd be on board because you got a lot of ponding and all their golf course path is at the bottom if you're on the right. But it would take coordination. It's their property. I would expect them to be on board. Historically, they have been. We've already improved one area for them similarly with a different package. So, but it would be great if they offer some funds, huh? Hello. Welcome. These are auditors just in time, y'all. We'll be getting to see you hopefully soon. So,

great. You don't have any more questions or comments on site three and four and for taking them up together. Really kind of All right, we'll move to site five. Any questions about Trumant Trace or Champion Circle? All right, enough time. Hearing none, I'll move on to site six. This is Champion Circle and Champions Court.

My question has to do with the turnaround. Is there a They're not connected in any way. Correct. No. No. At the moment, no. Y'all did take in consideration the turnaround improvements with this though, correct?

I mean turn around just a culdeac, but yes. So on this item to piggyback on what you're saying um I did consult a bit with the engineers about an upcoming item on our agenda and um not that we can take that item up but just to preface with this discussion if we wanted to bundle this with that champion sports work we would actually have to u consider not approving a bid tonight and then putting this into the bid package and going back out to bid because we can't award a bid and then immediately add something like this to it. That's just not how a business is really done. So they recommended if that is something we have in our mind to add this to that work that we it would delay that work and we would have to go through that bid process again and update the package

on that question estimate delay. Um it's mostly this we don't have this area surveyed. So this one would need to get surveyed and to do the design and survey takes three to four weeks to do. Um, also we could probably get the design done within a month. It's a pretty small area. Um, it' be if we do end up requiring a temporary easement, that would be more of a significant delay. So, we'd be bringing it to us in February possibly and then we'd vote to go out for a bid and Yeah. Can I explain a little bit more on that?

Um, we have the next item, but we didn't get official bids on the next item. Like, we didn't do the public bid process because it's below the threshold for that. been increased to 100,000 recently. So, just keep that in mind. We're looking at cost on. They did not mention that. All right. Um, sorry, Mr. Prices go down. So, looking at both costs, seems like that could be reasonable.

Okay. All right. So, do you have any more questions about uh Champion Circle and Champion Sport six? All right. All right, we'll move to site seven, Wild Road circle and do a little drive. Any questions, concerns, comments here. Site seven, Wildwood Circle. Oh, wait. Did I just say that? Sorry. Site eight, Canyon Creek and Woodview. All right. And moving on to site nine, Wilson Circle and Spalding Circle. I have a resident comment. I'm not going to read it in full. Uh they did share some concerns about removing uh the dip as they called it. You're calling it a low water crossing which was news to me. I love that though. Uh and they were worried about how this might impact um measures taken on private property on either side of it. So any action here, they were requesting more direct consultation with you all that neighborhood in particular. So that would be something that council would need to authorize um sort of say, "Hey, Freelancer, we want you to go to this neighborhood or these specific residents and have a conversation with them or more in-depth study how this might impact that that area that the level changes there. Um so just kind of a heads up that that was a resident request. All right, we'll look to site 10 if there's no further questions. McGregor and Spalding Circle. Any questions, comments, or concerns for McGregor and Spalding Circle site 10? All right. Well, hearing none and seeing no hand, we'll move to uh consideration of the ranking and the final request next steps. Um, obviously, we're in a workshop, so we can't take action, but

this would be a good time to kind of flush out any of your ideas about bundling items, selecting five um what you know in hearing all of this what are your concerns about funding what are your you know what kind of plan do we want to develop and what direction do we want to give the trick and I do want to say to keep in mind that right now we're not considering going to bid we're not considering um authorizing uh funding expenditure beyond the use of our existing item from 2425 where we authorized engineering studies and work from the capital improvements plan of that time and that used our former ARPA funds. So we have about 389,000. There was a note in your agenda. That's a rough estimate. And so any further action tonight taken to direct freeland to do anything would come out of those funds, the 245 that's part of that ongoing project. It would come out of the previous ARPA fund specifically and it would be to authorize things like the surveys and um preliminary engineering designs. Does that make sense? Okay. Um since we're still workshop, I don't seek to be recognized. Um so I'm going to go off of what something member Bailey said, but I saw it in a very different sort of way. had the ARC funds which we could um move that project forward faster or whatever projects we couldn't be able to put under that little scope. Um the out of the top five recommendations sites four and five but you were thinking of bundling three and four so I'm going to have to redo them at home.

No, it was just because of the proximity with other work. Now, if it makes sense financially to bundle things differently, I think that council could make that discretionary choice. I would um encourage everyone to also uh consider that the funds we have designated toward drainage right now while they total at 389, we also have the engineering draw out of it. And then we go to grants, we might need that money for match. And also in looking at debt issuance, we our reserve, you know, our rating, all of that stuff comes into play, right? So um just to keep in mind, you know, if if we fund four projects and and blow out all of that money, we you know, we'll be tapping reserves later. And then also we still have the engineering fees coming out of that. Do you have an estimated cost on like ho how much more you could foresee? I know like if we were to pick five sites tonight based on your surveys, you know, kind of what you foresee there.

Yeah. So our current school work under the scope already been authorized on these funds uh would include survey and preliminary design of five. Okay. Okay. So, planer design would want to be full construction set, but it would be a over 50% of that design. And those kind of designs could be used. They're in your experience with like federal grants and state grants, those designs could be substantial to apply. Yeah. So, you had your sizing and a rough budgetary cost of say bond.

Okay. Could you just repeat that again? Um, if we chose three sites because we've we've paid out 70,000 um would the survey and engineering cost be included? So survey would be included for five within our current scope that we already for this scope and then preliminary design which is about 50% complete. So not full renewal and construction that would not include any bid fees, construction out of fees that there would be additional charges. Council member Bailey, what she's saying is that scope is authorized. So, we wouldn't need to go back to them and authorize additional stuff.

Yeah. I'm just trying to get the dollar. So, would uh that additional design be kind of in ratio of what you've already spent. I'm just trying to get an estimate of what let's say three sites would cost. I'm trying to help clarify the question, but we're talking about like looking fees would be on like the separate funds that you have. was kind of the trying to figure that out at the moment.

Yeah. Say if we wanted to use the 389,000, we said we want to do three projects right now. Move on those. So we understand, okay, maybe we have $50,000 more dollars in engineering fees, then that would tell us we have 329,000 to allocate the completion of the project is the question to ask. Yeah. without knowing it too much and don't have a firm answer for you. I mean, a lot of our fees kind of range around 15% plus or minus of what the construction cost is. That varies depending on what's already been completed and what the design actually is. That's a very plus or minus percentage number. Okay. So, because these are the lower price projects.

Do y'all have any ideas you'd like to present on how to bundle or proceed? Not yet. But I do point out um just some basic concepts like we still can't at the future revisit if we choose we don't choose some for some reason. We can go back revisit those and I wanted to kind of point out that often with the brands I've been looking into,

they're often a two-year process all on their own. So that's why I was kind of going off of the idea of like maybe there's some projects we can get right done now with the money we have and then take sections or bundles of the other projects that obviously cost more start applying them for grants which of course includes that we were already going to jump forward with the engineering cost in order to get the paperwork we need to get for the grants. but knowing that it's going to be a long time before those projects actually happen. Um, and that's just kind of what I've been milling over in my mind.

And so I think that's why a lot of the we're having similar questions, which is we take the 70,000 you, if I remember correctly, you said 70,000 for if we chose well that's what we have. That's what council member Bailey stated we have spent. Ah that she didn't say that. Okay. Let me go back to you then. I I know that's it's going to be different math because of the cost and you're saying it's a percentage of the cost

origin piece. Yeah. Yeah. And again, that varies depending on what could be packaged together because if we were packaging things together, our fee for putting that out for bid would be lower than doing things individually. So, it is very variable. Sorry, that's such an open-ended answer.

No, no, I'm just trying to process. But just for instance, um the number four it's 155,000 and 15% of that would be 23,000. Would that be a good estimate for additional engineering? Potentially depending on what else included the scope. So again, we got our fee usually includes design fee. Um if it was going to go straight out to bid be ready for construction, we'd have bid fee included and construction admin be included. So just really don't have like a hard answer for P1P because there's a lot of things that go into that. You know, smaller projects still got kind of more of like a baseline cost the larger they get, but it does decrease. And then that one very Oh,

sorry to interrupt. That one also has an easement acquisition. So that in in basically turned into legal fees. We said that was in Oh, okay. That's included in our estimated That's not Yeah. And that's if it goes well, what if they want to fight about it? You know, the longer negotiations go, the more expensive it gets. So, I'm going to ask you a very, very tough question that puts you on the spot, and please feel free like I will have to look into that as an answer,

which was if you saw that we had a pot of money sitting right here and it's $389,000. And we go, you know what? What would be the project? What would four projects in order to get it done include everybody's funings so that we can get th those one or two done quickly. What would be your recommendation on this list of 10 could be variable depending on that but I don't I don't foresee you getting there's a lot of that are ranging between 100,000 to 200,000. Yes. So, room in there, but you could potentially get two of those done.

And I was looking at it from the point of view of your um rating and starting after the easements and any of those kind of possible complications. That puts it at five and six as a possible bundle which needs three and four connected because that made sense. Thank you for that idea. Um, and you still see there's probably room for all the engineering things that might be required there.

I would think potentially yes, especially depending on what got approved with this. We already have survey included under this scope of work and 50% design. So you could again depend on what also gets approved tonight. But well, if we're if we're already going or oh 50% design is different and we're Yeah. You see what I'm saying? like this scope of work that would approve going for these loans that have been allocated includes 50% design on five of those. Okay. So, well, here's my question then. We've seen So, that price that I'm looking at is 50%

50% plans. Yes. So, if I was to take five and six, bundle them together. Of course, we're going to have to go to 100% plans at that point because we're actually doing it. What's the price increase there? But again, it's a lot of variables, a lot of variables,

but our engineering fee, if some of it already got done with this work and then it went to the next stage of potential bid in construction, if the surveys and engineering is already completed, our engineering fee would be lower potentially on the next. I think this is really wonderful and I'm appreciating all this information because it's helping me personally narrow down or organize the different plans that I had been originally thought of as being shifted. Um I still like the idea of getting something done as soon as possible is kind of a step into. So here's a question. So also I wanted to let council know I'm going to talk to you all directly is we don't necessarily need to decide tonight hard and fast because I think it might be smart for us to kind of come back just get gain more information and then make another swipe at questions or rounds. So, one of my questions would be what would the cost be for three and no five and six with final plans? Can we get it under the 380 mill?

Yes, I don't have a hard answer. No, that's what I'm saying. That would be a request to bring that to council. Do we need a motion for that in a workshop?

Oh, we're in a workshop, so we can't motion. And um so I would just hold off on that. And remember, we actually have a discussion item coming up. And then we're there's also financing information to go over at that time, too. So this point is really just kind of fleshing out the sites, the work, you know, how you want to bundle things possibly that kind of like, you know, what what are y'all's priorities? They've listed theirs. So, but I would like to bring out something else too. That's why I'm talking about four. Um, I think we need to consider the number of homeowners who will be affected. And that was one place where the flooding there on Brook Hollow could stop any ambulance access to all of Pebble Brook. I mean, a lot of people could be affected where some of these others at least they would be able to go around the flooded area, but not there. There's only a single access point and that could be cut off. So, I think that should be kind of a if we could only do a couple, I'd just like to have that consideration.

You guys ready for a curveball? Uh, so, uh, I don't know if y'all know Zay, she's sitting there in the audience. She is a representative of the Wimberly Valley Wershed Association. And I missed a little bit of your time, so sorry. But, um, I learned today that the Wimberly Valley Wershed Association would be willing to dedicate a portion of the funds that we contribute or specifically that that protection plan we're a part of. Um, we could be utilized to assist us in this manner. and they um they wanted to look at this for us for free and I sent it to them and they had a lot of ideas. Um and then they they asked if we would be willing to consider allowing um them to spend resources to kind of dig in a little further and give us some green infrastructure um recommendations as well. uh because we really tked Freland Turk to look at uh street intersections access and we talked a lot about green infrastructure but you know that has not really been addressed in this package and if that's still a priority of council it would be worthy um you know sending the remainder if we select a few projects tonight to pull out act on now sending sending the remainder to them or also considering going ahead and sending the whole package and saying hey we're going to act on this green infra or gray infrastructure now here, but what can we do with green infrastructure to support that effort and expand in this? And so, um, the fees are really to dedicate, but just cover kind of the same thing that Freeland Turk just did, a preliminary review, design, and recommendations. Did you want to share any more on that? I know because we're in a workshop, we have a little leeway to talk about this because it's about this plan, but we can't get into like the watershed and, you know, all that other stuff, but

yeah, totally. I think that um this is already a really great plan. Obviously, these are definitely hot spots that I've noticed over the years. So, I'm really glad that we're addressing them. Um but one of the challenges of um working in city context is that you can only work on city lands. Um, but what the BCWP can do is that we can offer recommendations to even private land owners or some sort of unified wershed management that could try to hold and spread and sink that water higher on the landscape so that it's not flowing at such a rapid rate in these low points. Um, and I know the wershed association owns a lot of the lands that sort of link between and behind a lot of these houses. So any recommendations that we would make would be a sort of unified land plan that links together also those conservation easements in between those homes to see if we can't hold that water somewhere that's not in front of someone's house if possible. Um but I am excited to see sort of what people have to say about these specific uh situations because it does seem like covert expansion is generally a really good idea around here. Um but yeah, the watershed is really happy and the BCWP is happy to kind of work with everybody on um either um an alternative green infrastructure plan or one that overlays on top of this gray infrastructure plan that sort of mitigates the intensity of the water flowing into one place at one time.

All right. Um could I ask a question? Um, is there anything in the projects that you saw that green infrastructure would probably solve a lot of that specifically site location for?

Sort of depends on the velocity of the water. Um, if you're talking about BMS and swailes, you have to be really careful about not moving that water in a um in a destructive fashion onto someone else's property, right? Um, so if um it's a little bit less straightforward, right? like the hot spot wouldn't be as concentrated in one four-way stop, for example. It would be a series of BMS higher on the land with a series of swailes that reroute the water to the wildlands rather than to the city streets. Um, so it's a little bit of a balancing act. I think there's a couple places looking at the PowerPoint for like the third time today, I was kind of like, hm, I'd be curious to see what people have to say, but nothing in particular tonight. It does seem like it might be a good idea to allow them to evaluate all of them before we make any decisions because we don't know. So,

all right. Did y'all have any more during the workshop or would you like to go ahead and move to the item where we consider taking some actions and really discuss like additional funding things? All right. So, we're going to close the workshop at 7:05 and we'll move into item number three. I would entertain a motion of um any kind and if you would like to just get discussion started I understand that definitely want to hear a motion though

this is would be the next step for the drainage report three item three Yes,

I'm pausing. I'm not not making a motion. We're not moving forward till there's a motion. All right.

I move that council identifies for immediate immediate action and planning from freelancing freelanc to begin survey schematic design probable costs and drafting other relevant reports with costs to come from reserve allocated in the 20204 20 capital improvement plan part of this ongoing project and

I second

motion made by council Gart second by council member Richardson. Um if I could take a moment of your time to offer some of the information from our uh financial advisors. You you see in the packet uh their financing options where they lay out um you know if we were to take on three cents in debt. We could issue you know a little over a million dollars potentially and it doesn't necessarily even have to go to a bond vote. council would have the authority to issue this debt. I would recommend that council not move forward on issuing any debt without a town hall to bring in um stakeholder input and um so I'm not going to read this packet to y'all. I can attempt to answer any questions because I did discuss with them and before the meeting this packet and and was able to kind of flush out information and I city administrator Burken is in the meeting with me as well. I will say one of the more promising things that is worthy of note is that they will are going to facilitate a meeting with the Texas Water Development Board for us. The applications for 2027 are due at the end of February. So there is a bit of a time constraint to meet those grants. The benefit of those grants is that we can get better bond rates. We have access to um additional loans with better rates, interest rates. And then um there are obviously are a lot of grants and and like funding options through them. So we're going to pursue that meeting and learning more. Um I will say that one of the concerns that Ciphel didn't necessarily have, but in talking to Freeland Turk, um they had was that some of these projects don't necessarily meet some of the minimum standards for the Texas Waterport, meaning low-income housing or um housing flooding, that kind of thing. Um, so we do have to keep

in mind that that meeting might not result in super promising risk like options for us, but we're still going to try to pursue it to its tail end and um possibly bring back something for consideration on that front because it really doesn't hurt us to try with them. Um, just, you know, again, that can delay everything and then there's that February time crunch. Going off of, if I may, going off of your discussion of grants, um, I've looked into some. There's the EDA, sewer overflow and storm water reuse use grants. These are federal grants. USDA rural development and FEMA. Um they the EPA grant in particular the city would qualify but 40% of the grants are mandated to be for financially disadvantaged communities which we would meet. So a big chunk of what's available is already outside of our scope. Um, in state grants, we have the Texas Water Development Board, Texas Commission on Environmental Quality, and the Texas Department of Agriculture. Um, the EP like the federal grants on I don't know where they're standing these days. And when I've been asking people who specializes in grants, they're saying you just pretend like they're still going to be there and you just keep going forward. So, I just wanted to talk about that with France. My preference when we're talking about what's going on with the choices, um, the only choice I feel I wish to make tonight is the one about what we can get done with the ARPA funds.

Um, and then I would like us to possibly authorize some other questions that we can ask you ask you bringing back another more comprehensive sweep at it all. But I'm also going to say that I'm interested at this point in all 10 because I think when it comes to grants, we have a better chance because I I I literally thought it was going to be so much more expensive than this. Yeah. And so when I saw that figure, I'm like, "Oh, we could actually do it all cuz I was like 15,000 or 15 million each 10." And that's where I my brain was thinking.

Um so I'm glad that we're way down there. So, I actually think we could do all 10 if we take out what we're going to do immediately and then we're just going to work out the rest. So, would council entertain an idea from the mayor? Well, of course she would. Excellent. Uh, I would like y'all to consider recommending site four, five, 9, 10, and one for next steps. I would ask four five 9 10 and one four five one four five 910 Is it helpful that sounds like

uh I would recommend that we direct staff to uh set a town hall for uh is this if I may clarify are these for the arbafs for steps for the design engineering team to start planning out what they could do. And I will be I happy to explain all this, but I'd like to outline the the series of motions I wish for you all to make. But we can't possibly do I mean one is 435 board.

Again, tonight the decision would be moving into additional design phases where we're doing surveys. We're looking at um addressing you know kind of if you know the easements that kind of just inching forward and it would be using arts for designs but not for actual construction

that is not a decision where is that is on the the the docket tonight at all. None of this involves moving forward authorizing construction because again that would be bid process. We need the designs. need final costs, but if we go with a million and a half worth of projects, we certainly can't do it with the funds we have now. So, it would be two phase. It would be the ARPA funds plus um some other funding. So, it's Yes. And possibly depends once you get your designs back. If there's one that you have enough money to act on, you could then also act on it.

Why not just do well? Why not just do three that we can we can afford? We can't afford any of them unless we pick one of them. And that one needs to be one that's under 200,000. Okay. So, we pick one under 200,000, but we what you're I'm sorry, sorry to what you're saying, but I for me the point was it's not on the agenda to make the decision to do a go. But if we pick five, we're making a decision.

Well, we're making a decision to get the paperwork beginning. Out of those five, we could choose one of those that's funded by opera. Oprah, we're spending the money. Oprah OP ARPA, you can

try. Um, we could take out of the five ones that bring them back plans, we could take one of those five or two of those and go, hey, it fits within the remaining balance we have, but it have to be on the agenda. Let's do action now. go on that and then we take the other and go, "Oh, we're going to these look great to head towards grants." So, I think cursive decimal was five. That's what we originally tked them to do. And if you would like to hear more about my logic for selection, all of these intersections highly impact emergency access. One for the entire community and the other sets of two for whole neighborhoods within our community. With that in mind, none of them touch Hog Creek with the grading and all any of that except for um site uh sorry yeah site four touches it by like you know like by pinky over but um so my concern again is messing with Hog Creek is a bigger impact than just our community and I personally would like the the watershed association eyes on that just because you know it's not free money we've we've invested in that but it it is that plan is meant to work for us. I would like us to use it and I think when we're touching Hog Creek that is the purpose of the wershed association right and that that that because Hog Creek funnels to Cypress Creek and that that plan is to protect Cypress Creek. So if we're touching Hog Creek, I would like them to to use those resources and just give us a little bit more review there looking at green infrastructure and what can be done in that creek bed or you know just because aggressively scraping is going to be a PR nightmare and I think we need to be very careful with that. So I want to I want to give those sites more time to soften that cushion and come up with a plan. The other component is financially bundling. Uh it's it's it's a large amount, but it's

not undoable amount. If we decide to go to a issue debt, we could do it. We could potentially even avoid a bond and that kind of like public vote, especially if we have those town halls and we really build consensus. Additionally, all of these sites have had residential complaints, significant residential complaints. They're not just this is the clear problem as identified by a third party which the engineers are brilliant and I respect your decisions 100% but part of our job is representing our citizens right so all all of these hit those hot button things people have been complaining about for a long time and it addresses that one that has been sitting on a drainage plan for 10 years now right the other motions I would like for y'all to consider is asking staff to um set a town hall for I would say February library um to discuss funding specifically um like things like uh debt issuance and uh the work we hope to do with the the Texas Water Board and give a kind of an update on those grants and things like that. Um and then aside from that, I think that we um kind of set we could set the rest off. we could kind of create like a multi-phase sort of this is our first phase and then kind of designate a second and third phase at a later date. That's not a formal motion, but that's in my mind an ideal plan for this.

May or may I? Yes, sir. Um, city attorney. Um, I think the wording covers it, but I want to make sure we could set up a town hall, direct staff to set up a town hall. Absolutely. Um, Mary, I move that we choose site four, 5, 9, 10, and 1, and direct staff to set up a town hall. Do we give them a date for February? I'm going to let staff kind of figure out what they can get done and what what works. A second.

All right. Motion made by Mayor Proan Gmer, seconded by council member Richardson. Motion is selecting sites four and five, nine and 10 and one for additional progress with Freeland Turk and to set up a town hall. Any further discussion? All right. Uh all in favor raise your hand and say I. I. I. Motion fails. We'll move the three. You have to ask for the loop pouches. But okay, sorry. Oh, they can't break a tie.

And it's not a tie. So, it is still a majority with only three people working with votes, right? Yeah. All post. All post. So, motion passes. Vote of two I Richardson and Drummer and one nay Bailey.

And that's only amendment. Mhm. And then I did have a question for uh the attorney before we get any further because now we've identified all of this amended the main motion. If because we have this existing plan with a protection plan that we contribute funds to with the blanko cyber watershed associ like that group it's almost like an ILA in a way. Um, do we need to formally send this to them for review from council or is that administrator? That's administrative.

So, I do intend to do that and that's okay. Right. I'll take uh a vote on the main motion which is to authorize Freeland Turk to begin the surveying schematic design probable costs and drafting of other relevant reports and they're going to bring that back to us in the future and it further identifies site 459 and 10 and1 on that plan and that also sets up the town hall. Any further discussion on the main motion? Yes, actually um we're setting we're creating all these plans to 50%. roughly 50%. Correct.

Okay. Um and so when we get those plans back and if we choose one, we'd have there would be an additional charge to bring it to the 100%. Great. And we can talk about all that. Great. Thank you. Any other questions? All right. These total right at a million dollars. Just want to verify we're doing 1, four, 5, 10, 9.

We're we're getting the preliminary work for these done and we can utilize what they give us for grants like for going out for grants. We don't even have So, we're not committing any. Yeah. This doesn't obligate the city to anything. It's it's incremental moves and then anything that comes back like a construction contract in the future bid solicitation that has to come back to to be approved by the body but we are spending engineering money on there's no allocation um beyond the scope of well we've already authorized right right

okay say that again no authorization of beyond this motion that Additional funds will be spent out of the former ARP of funds that currently total at $389,000 five sides

to continue the design work up to a 50% point. At that point they will bring back more definite plans and we'll have a better picture of the cost because remember these are actually estimates. And then from there we have the opportunity to select sites to finalize design go to bid. But how valid will those engineering reports be? I mean can we let's say we don't do this project but we set it aside for a couple of years. Will we still be able to use those engineering costs? Engineering. We don't know. She's shaking her head. Yes.

I mean, it's going to be we're going to have a deliverable of some more detailed exhibits and then a final report that's going to expand on what we did today if in theory this all those sites would be select. So, you're going to have that in your pocket. Okay. So, but to kind of go off of her concept, which is you're bringing us a 50% deliverable, we go, hey, for these we're going for a grant. it takes two years and then wow we don't get to it till year five after all that you're saying that those documents are probably still extremely valid and very yeah depending on how long they sit if

they take all the trees you know stay in place I think she she was just concerned about regarding earthquakes fracking massive erosion wildfire uh road improvement again yes they would be another hurricane Harvey and then yeah whatever and all your so thank you any further discussion on the main motion. All right, all in favor raise ahead and say I

the eyes have it carry a majority vote. All right, thank you so much and Zane for being here. Um, if y'all would like to leave the next Oh, wait. Sorry. Well, actually, yes. And we have the auditors here as well. So, hopefully we can keep. Sorry, I forgot that. I was just looking at them. I was like, we got to go. All right. Um, so we'll move on to item four, which is a champion court turnaround. Um, I would entertain a motion there. May

award the product title champions for turnaround to Albbright for the contract amount not to exceed $37,176 from the capital improvement portion of the city of Wood Creek 2025 2026 annual budget. I second. All right. Motion made by Mayor Pam Gomer, seconded by council member Richardson. Do we have any discussion on this item? We, you know, this business has been pending for a while. Um, it's about uh emergency vehicle access. Council member Bailey, did you have anything you wanted to add? No. Okay. All right. If we have uh if you are in favor, please raise your hand and say I.

I. All I majority happens. All right. Now you're ready to go. Thank you. Thank you. Um, may or may I take the personal privilege of giving us 15 minutes before we go to Sure. We will recess recess at 7:26 to reconvene in 15 minutes.

Yes. All right. We're going to bring this uh regular council meeting for December 10th back into session at 7:39 after a brief recess. We will be moving item 10 up in the agenda. Is our auditori in person and would like to give us a presentation. I would entertain a motion to open the floor. Can we open the floor to the auditor? Well, it would be something like accept the audited basic financial statements and supplemental schedules and an event auditor's report by a PC for the fiscal year ending se ending September 30th, 2024.

We open the floor. And that we accept we accept the auditors report the autumn basic financial statements and supplemental schedules and independent auditors report um for the fiscal year ended September 30th 2024. I second. Thank you so much both of y'all. And now we can open the floor.

Okay. Thank you for having me. Um, my name is Jeremy Bravado, the other partner at ABF. I'm coming with Kyle Lair. He he actually did all the work. I just take the glory hopefully. Not not the not the stones. But, um, so you have in front of you and you should have got in your agenda packet two documents. Um, one is a thicker document. That's your annual financial report for the fiscal year ended September 30th 24th. I'll go briefly over some of the highlights. I'll all points to the right page that I'm going to cover uh page one which is just past the table of contents. Um I do want to preface that this is a draft and it's just waiting for y'all to appro to to go final. Um we are a year uh and a couple months behind but nonetheless we're here for um September the report on the September 30th financials and 24th. Um first uh page there is our independent auditor's report. That is our letter um to the stakeholders of of the city of Wood Creek. Um and it's it basically explains the scope of the audit and that's um our opinion that we have audited the financial statements of the activities each major fund and aggregate remaining fund information for the city of Wood Creek for fiscal year endp 30th 2024. Uh we did perform our audit in accordance with generally accepted um auditing standards and um the last or the second paragraph there in the under the opinions. It's the most important one basically states that um the the opin financial statements as you have in front of you are presented fairly and all material respect with generally accepted accounting principles. It's the highest opinion you can have from an independent accounting firm. um uh basically say if there's no qualifying statements in in your financial that's presented. The next few paragraphs I'll just kind of highly summarize of the auditor's report. Um the responsibility of the financial statements is management as well as the internal controls related to the

financial reporting. Um our responsibility to perform an audit in accordance with our standards which we did. Um there is also some required uh supplemental information such as the management discussion analysis and some um um some budgetary schedules and as well as there's supplemental information that's accompanied the financial statements that helps um give a little more context to the financial statements themselves. Coming over to page 17 is the balance sheet of um the governmental funds. I'll quickly go over kind of some highlights. I know this information is a little dated but um we have four major funds this year and it looks a little different than prior years because we have expanded out all the different funds of the city. Um so now we have all the funds isolated out how many there are like 11 I think.

Yeah, there's a lot more funds. A lot of them were housed in the general fund and then we've uh sliced them out and now we're they're independently managed um and self self balancing. Um the general fund did have a unassigned fund balance of $377,000 that had a place of roughly six months operating reserve. So that's very healthy fund balance. GFO recommends 3 to 6 months um operating reserve. So you're at the north end of that. Um the debt service fund is your other restricted fund about 19,000 uh in in fund balance there at the bottom. And you can see it um it's all in cash. So very liquid fund balance for the debt service fund. Same thing with the capital projects fund. There's about 950,000 in cash and and equity. And then your art funds is is is uh 450,000 at the end of the fiscal year 2024. And most of that is deferred um in 426. So that 426 is the actual corpus of the AR money that hasn't been spent. The difference of 24,000 is interest that's earned over the life of that that trunch that was received and not spent yet. On the the next column before I go further, the next column is other governmental funds. We didn't forget about those guys. Those are the other non- major funds. There's a back schedule uh behind uh the footnotes of the financial statements that I've individualized out the other funds. Um there just weren't considered major punches due to the size of them. Turning the page on page 19, this is your statement of revenues, expenditures, and um changes in fund balance for the major funds and other governmental funds. Just kind of going over the highlights here. our our um general fund brought in about 944,000 in revenue. About twothirds of that was um in the in the form of tax dollars either

franchise sales or property tax. So still heavily funded by public funds on the general fund side. We did turn a profit of 238,000 and operating um income. Um the the next column there or the next highlight I want to talk about is the restatement in fund balance because most of the items were reported in the general fund in previous years because and then we had to splice them out. We had to take money away from the general fund and and set up those funds. Yeah.

Because those funds Yeah. those funds were originally set up. And I'll go over I want to go over a footnote in the financial statements that'll help um uh see it clearly. And then also included in this is some art money that was previously recognized and we had to defer that that revenue. Um because you can't realize the revenue until you spend it. So that money should never ended up in fund balance and revenues in the fiscal year that it was received. So if I could turn your attention to page 41. I'll go over the foot for the restatement. And if there's any other footnotes in here, I was going to cover them individually, but if there's any other ones that copy, I'll be happy to explain them.

I feel like I don't have the right document. You have Can you give me that other copy? Sorry. And then the page numbers don't match online to what you're saying. Like, oh, I'm sorry. I would have paused.

Yeah, there's two different packets. Yeah. Sorry. I was operating from memory, so I knew what you were talking about, but I would like to get on board. should. So on uh page 41 um kind of course the bottom two/3 of the page there's a restatement of fund balance footnote and you can see the beginning balance I know it's kind of a smaller table but the beginning fund balance and we have all the funds that are represented. So that $450,000 is the adjustment to make the other funds hold. So you can see that at the very end where it says total governmental it's zeroed out

because we are setting up those other funds uh fund balances. The next one is the adjustment to correct deferred revenue. We previously reported that ARP revenue in um the general fund actually and so we had to set it up in the ARP fund. So that $743 beginning fund balance for the ART fund is actually the revenue, the interest income that has been received for the unspent money in 2023. So you got the money at the beginning of 2023 and you earned about 723 bucks on that from that reserves. It's also important to note that I think these were all reported in a demand deposits. They weren't put in Texas class like they are now. So they're earning a lot more money now versus how they were previously. um

reported just restate. Sure. Why this was recognized and had to be reversed. So with grant with grant funds for recognition purposes um for uh general accepted accounting principles, right? Um you can't realize grant revenue until you extend it. So it basically washes on it on the income statement even though we could earn interest on it. Yes, you will still earn interest. The interest earns based off it holding in the in the in the bank account or the investment account. Then once we spend this money, we recognize it

the risk. Okay. Absolutely. So yeah, once you start spending these expenses, we'll take it out of deferred and recognize revenue. So it zero out with your expenses, but the interest that you're earning on the corpus is still earning um until you spend it. Spend it. Hopefully that was a kind of it was kind of a accounting uh like accounting kung fu for us trying to figure out okay it was in the general fund in one year and we had to move it to art how do I show the restatement so it was kind of a kind of a fun puzzle for us

it was really hard to we didn't really kind of puzzle out on our own so thank you for explaining because that was one of the only questions I had is like what is that and it says it but I like you know don't exactly understand it. Yeah. Yeah. Yeah. Yeah. So we had to for presentation purposes that bottom line is your new restated beginning fund balance. So and is this partially because we went to like a fund balance structure instead of what we were doing for before with that just like giant general fund that we were Yes. Yeah. Yeah. That's the middle one. The deferred revenue that was recognized um under our watch and that should not have happened. So that we'll take we'll take a blame on that. That should have always been deferred.

Should not have gone through fund balance. So that's why we had to restate it for this year. Do you have to restate the 20 23 statement though? That's what we're doing here in this report. So the previous 2023 statement uh the 2023 uh financial statements that is the top line the beginning fund balance. So in the general fund we had 1.1 million in in fund balance and we had to restate it to 699,000. But I wonder are you going to restate this one or No. Yeah. Yeah. We don't have to reissue. else. Yeah. Yeah. Yeah. When we this standard is called a correction of an error and so we've corrected it in the year we've identified it. Okay.

So, and just to go back, it sounds like in this year we returned to reserves from not spending over overspending from our budget and also because we had additional franchise fees come in. It also sounds like we had really healthy reserves as well. Yeah. So, if you if you look um if we go back to page 19, yes, I'm I'm happy you restated because these were areas that citizens brought concerns and and were uh worried that we weren't managing finances well. So, we we went through them quickly, but I think it's worth restating for the public of no and this year we did not overspend on our budget,

right? So you can if you want to just look at the general fund because that's the one that's you have the most control over and the most flexibility to spend. You brought in 944 and you spent 7005. So you turn a profit of 238 before the restatement. So so just an operations um you brought in an additional 238 to to fun service for future for 2025 I should say. I don't know how long yet. Great. We don't have eyes on that. What was that? Well, we discussed yesterday. Yeah, we're putting some hard.

Any other questions over the financial statements themselves? I'm happy to answer anything or the audit process in general. Yes. Um, sure. on page eight, investment capital assets for 2020 is a negative number. It wasn't on a prior audit, but um that just seems odd to have a negative capital assets number. Okay. Down. Yeah. Um yeah, we'll look into that.

Now they they that should have carried over from um the prior year. So yeah, we'll look into that exceptional position of 3292 that is the same as on the audit your your previous audit, but that number just didn't make sense to me. Yeah, it looks like that 4.6 might be overstated. Yeah. Okay. and but but the overall should be good. So it's just a a formula that we'll need to go back and go back to the 2023 numbers

and um the unrestricted category in that 1.9 I think there are some restricted funds you just not designate that so this 82,000 if you see the 82 and that that's your restricted funds but we have uh 900,000 from the the robot that is restricted that um to only rob instruction

that should be embedded in your 1.2 number. So the net investment in capital assets that is what you've um earmarked for capital assets. So that includes all your capital assets less the debt plus any um additional funding that you have in capital projects. So that's kind of the formula that we come up with. So if that can include cash that can Yes. Yeah. It includes the 950,000 from the previous. Okay. Yeah. Yeah. Oh, I think of capital assets this mean, you know, physical thing. But in this case, it's still in your Yeah. That's why if you look if you look a little higher on the page, there's 4.6 in in capital assets net of depreciation. Okay.

And then if you subtract out your long-term liabilities of 3.2 and then we add that 1 million, you'll get to the 1.2. Okay. Yeah. That's how that's how kind of the calculation works. All right. Okay. And that's specific to government. So it's quirky restrict or it's a quirky presentation for for deposition, but that's how we're required to move forward. So that there's like this funky little typo or formula era error issue, but it doesn't actually impact the final numbering there and it's also under 2023. That wouldn't impact us moving to ac uh approve this next, would it?

No, I don't think so. We we we can go back. This is a draft. We can go back and make that change and then and and re or issue the final. Okay. But it wouldn't we wouldn't have to say I approve with this edit because it's actually on the pre. It's like literally kind of a typo. Yeah, I believe so. And question on so this is the draft. If we approve it tonight, you're just basically going in making a little adjustment but removing the red draft and handing it off to the city manager. Yes. and putting that front gauge on our letterhead and signing it with our firm signature and allowing you all to dist distribute how you need to

which not to put too much pressure on council but we are attempting to apply for a grant that means this place and the deadline is the end of the year so if you want to have a special meeting up here on Christmas uh do y'all have any other questions or concerns catch council member Bailey on that negative number under 2023 on page 8. Any other things for me? It was just that restatement of that position. I really didn't understand it. So, there other things that you would

Yeah. So, I just want to go over this uh uh our letter of conduct of audit. This is a required communication by us, the independent auditors with those charging governance of the board, sorry, of the city. Um and again with the draft, but uh we'll put our letterhead on it and sign it and everything. So this year is a little different than in prior years. Um we usually um don't have didn't have comments in the prior years, but this year um given the turnover in staff, the migration and the software conversion um to the different um software and then the hiring of external uh contracted bookkeepers, multiple ones. Um, we did have some comments that we were required to report to you and unfortunately they are material weaknesses. So, it's it's kind of a a pretty hard slab on the wrist here. Um, and we were imploring uh with the administrator to um corrective action on these um and and we have a plan in place. We talked about it. Um, and so we're hoping that these won't be there next year for the next year's audit. But just going over um starting on page one, our uh our qualitative aspect of accounting. This this just mentioned that there are accounting estimates in the financial statements and we list out the the significant accounting estimates. We evaluate those estimates and um we feel they're they're u reasonable um for the financial statement statement as a whole. um if we had any difficulties performed it in the audit, which we did and we'll go over those on the next page. Um we're required to communicate that to you and I'll communicate that in the next page. We did have some corrected misstatements. There was over 13 adjustments to the financial statements um this year. Um and they were kind of all over the place um just with the new software conversion and the account reconciliation which I'll go over in in the next page. So there were some adjusting journal entries that were corrected by management. We didn't have any disagreements with management. If we

did, we'd have to communicate that to you. Uh management have provided us representation and everything we needed, all the evidence we needed to perform our audit in accordance with our standards. And then finally at the bottom, we do have some comments. Um um page two uh public funds invest. Y'all y'all receive public funds and there's restrictions on how you can invest those public funds um and invest those public funds. Um we do want to say that you didn't comply with all the um requirements of the public fund investment act. Wait, you did or did not? Did Okay. Sorry.

Very good. Yeah, that's um you did you did your ad training. You um you did your quarterly reporting of the investment activities. um policy was approved. Um so everything uh everything was approved in accordance with that act. On the page three is where I want to spend most of the time uh is our material weaknesses that we identified. Um I think we issued a letter earlier about the bank reconciliation. So that that timing and performance that's that's something that we want y'all to um improve on and do monthly reconciliation of the bank statement. Um, we got I think we requested the bank statement in February. February of 25 and we didn't get it until November. Yeah.

Early November.

So, um, and that's a year a year and a couple months after um, that month ended. So, that said, we're here. Um, so if we reconcile the September 30, 2024 as of last month, that tells me that none of the other months have been reconciled until um, so so there's a there's a task for to be completed to to make sure we don't have this common again is get those up to date and start reconciling those on more periodic basis. And just to recap when you're saying that it's it's addressing how we switched to the fund view accounting and that there were all of these corrections that needed to be made and that the accounting software itself was malfunctioning

because was set up. Yeah, I believe that the background how it was all mapping was the problem. Yeah. So getting getting control of that so that it's more streamlined it would would be the the corrective action. Would you say that we're in a better standing now at this point in time based on what you've you've seen in based on what I've heard?

Yes. Yeah. And getting the bank wreck is is a good step in the right direction. Um so that we could be here today. Um reconciliation of the accounts is our other material weakness. Again, we had 13 journal entries and a lot of them were just to get each fund represented correctly. Um a lot of that was based off the setup of of of the accounts in fund view. um and then also the reconciling of of information to um supporting documentation. So we had a number of journal entries. So we we uh elevated that up to a material we uh weakness. And then I've I've included on the last two pages uh last three pages. I know it's kind of small. We'll do a better job when we go final to to kind of help bring that a little bigger. But these are all the adjustments we we made. Some of them are are very large and some of them are are small but they required a lot of um accounts to to be reconciled. So we could have

page are you on? Huh? What page? I'm on I'm on the after it's after page three on the smaller do the little

another folder. Yeah. Now, when we go final, I'll blow this up a little more just to make it easier to read, but these are the adjustments that we had to make. Um, a lot of them are just getting requests from information and then reconciling to the account to get the uh financial statements in accordance with accounting principles. So yeah, we recommend the the the bookkeeper or or or city um management to start reconciling these accounts so they have accurate the actual number with the financial physics. when you were explaining to me uh how are prior and balance there's a few things different um adjustments you made are they in here

they are yes they they're right you're looking at them this page those are all our adjusting journal entries that um that we had for the audit I don't think we we pulled any punches on that we didn't pull like they're all in here yeah we didn't we displayed all of them we didn't just show the material ones sometimes we do that but these are all of them and that's those are into four. Yeah. Yeah. Those are the from the original trial we got to the ending and that's how we got to here. Yeah. The adjustments we had to make to get the financials in in shape.

Well, um I just want to say thank you and with us as we navigated that transition with the staff, the accountants and uh and fund view. And I know that this was difficult and there was a lot of uh tough phone calls and kind of um discard moments through it all and a lot of extra work. So I'm I for one I'm very grateful that um we kind of put a bow on it and we're here finally and just like I said, thank you for hanging in there with us. Okay. Yes. Can I piggy back on that

to you? Um oh sorry yes. And I just want to say thank you to you because everything that I'm reading here are things that you reported on verbally at various times and listed out where you were okay these are the adjustments they're trying to make in the golf. I just want to piggy back on your thank you to you guys. child. I inherited a nest and I threw it on your head and you were always easy to get all of answer questions and I know it's a pain but I think and now with this documentation we'll be and our plan that we talked about yesterday we should hope be smooth. So thank you

yeah figure on that. I do want to mention I know everyone's aware of the Septe sorry March 31st deadline for the no new revenue that this audit needs to be completed. So we did have a plan in place and trying to accommodate our schedule to but we need the financial statements brought up to speed for September 3rd 2025 so that we can start getting here working. So I hear you.

Yes. I think we're finally we've got our feet under us now uh with this and with the adjustments that were made in fun view and now that we have that base of fun view I I hear that it's ready to go. So it should be now just kind of a few clicks of a button away. Right. Right. We have to put all all of this you can that'll lead to the reconciliations get caught up and happen after after Well, thank you for your time. If there's any questions, let me know. Thank you. Thank you so much. Yes. All right.

Uh guess we'll be seeing you again in March. Yeah.

All right. Um, council, we need to uh amend our motion to go ahead and approve. Uh, we just accepted it and um, now hearing that there were not really any issues identified with it, we I would entertain a motion to amend to approve, I move that we approve the um, basic financial statements and supplemental schedule of the independent auditors report by AIP for the fiscal year ending September 30 and 204. Can I second?

All right. Motion made by council member Richardson, seconded by council member Grummer. Mayor Richard Gmer. Sorry, I'll get used to eventually. Just drop the formalities and say last names. Um, do we have any discussion, questions, concerns? All right, we have two votes. One on the amendment to uh approve and that will be the first. All in favor say I. I. So motion carries, three, majority vote. Yes. And on the main motion to accept and now amended to approve, you'll raise your hand and say I. Do you support? I.

All three vote. I motion carries. Thank y'all. I just That was a long hard year and we just finally wrapped it up. So, thank you all. And I want to thank staff for taking I know there's probably next steps involved with this document in order for us to get to the December 31st deadline for the grant. Yes. And so I appreciate you in advance because we we have got the draft to blow and some other people that have um later question the final but we can move forward with that with with the draft.

Great. So thank you. That's all happen. All right. With the closure of item 10 as moved up in the agenda, we're going to return back to our regular sequence here for item five. This is the appointment of the mayor prom. I move to nominate and appoint the current mayor prom Chris Gert for an additional term of one year. A second motion made by Richard seconded by Bailey. Any discussion hearing? None. We'll hold the vote. All in favor hand and say I.

All three eyes, zero nays. Motion carries. Congratulations, Mayor Permer. You've signed up for another sentencing. Um, all right. We'll move on to item six. This is the resolution to designate the city bank account signatures. And just a note on this, we will have to do a roll call. Mayor Mayor. Yes, sir. I move we approve resolution number 2025-12-10-01 designating the city creek bank account signatures. Second.

Motion made by Bremer, seconded by Bailey. This is somewhat of a formality, but we have to turn this document into the banks for them to u allow us to sign off on paychecks and things like that. You good? All right. Uh we have to do a roll call vote on this. So, I'll turn this over to our city secretary. I just go random. Correct. You can literally go down the line. It doesn't matter. Oh, okay. Mayor President Chris Gmer. Council member Lana B. I. And council member Chris Richardson.

All right. Motion carries. We have approved our bank signatures. I can get that to Texas and all now. If we're ready to move on to number seven, we're looking at the ad hoc creation of a spirit of Wood Creek program. This is a carryover from our previous council meeting. This item was postponed. So, this was a formality to put it back on its agenda. Mayor, may I move to Let me read it from my notes.

Never mind. I move to create an ad hoc committee to review and improve the management of the spirit of Wood Creek program which would make recommendations to council for honoring exemplary Wood Creek residents with the members being Jeff Brasco and Brent Pul. A second

motion made by Mayor Cam Grimmer, seconded by Richardson. Um, sorry. We we added a few things there. So, we've added into the motion that's in the packet Jeff Rasco and Brett Pulley at the end and we've altered the wording instead of saying and to which would make. So, uh, do you have any discussion on this item at all? Um I would like to what

I would just like to ask council member Gmer can you expand on what he's actually doing. So currently the the previous mayor was kind of the one doing this as well as had initially started it right and now that they're not here I wanted to create a ad hoc committee that focuses on that so that they can bring the recommendations to council because otherwise one of us would be picking it up. Yeah. there. Okay.

Or it goes away if they're not. And I would like to say that I think a excellent candidate for the next award would be former council member Russell Scott. Just saying the council member sponsoring item. Is that in the scope of the attorney? Because right now all we're doing is creating an ad meeting. Yeah. Oh my god. Oh, we can move on. It's about to add occup. So, the item says no. I'm not asking them to take action. You just said, "Yeah, you can bring it back."

Do we need a council member on this? Who's managing this committee? It's discretion here. Maybe they have the council. So adopt committees can just be formed with residents and there can be no designated council member or governing body member on them if you so desire. Could be an independent. All right. Any other discussion? Okay. Uh we'll hold the vote. All in favor raise your hand say I. I.

All right. All I three I zero nay. Motion carries. At this time, we will be entering an executive session to consider the evaluation of the performance of the city administrator pursuant to Texas government code 551.074. The time is 8:12. All right, we are exiting executive se session at 8:16 p.m. on December 10th, 2025. And no action was taken during the meeting. I will move on to item 10, oh sorry, uh nine. If there is any motion you all would like to make this is uh any possible action related to the executive session. All right. Hearing no motion the item is closed and we will move on to council considerations for future business. Um I have some things to announce if no one else does. uh in January I'll be bringing forth uh agenda re uh agenda submission process and our council resolution for governing our uh meetings for some adjustments to uh how we form our agendas that I hope you all will take into consideration. Um, I'm also hoping that we can reduce down to one formal meeting a month if you all would support that.

And, um, I also will be bringing forth some similar documents aligned for our advisory bodies to give them a little bit more direction um, so they're more supported. And along with that, a kind of a training manual um, so we sort of have some better onboarding for the city and that will entail some workshops as well. So, uh, the agenda is filling up pretty rapidly with just kind of necessary items plus those desiraables. And I just wanted to remind council that the deadline for your agenda submissions is January 1st per our current policy. So, uh, that is approaching quickly and I would ask that you if you have items, you get them submitted as soon as possible because we're headed into the holiday season. people are going to be off, city hall's going to be closed. Um, it's going to be hard to get that agenda prepared, you know, and so we've kind of got a hard hard run here over the next couple weeks. And again, if you if your items you're presenting include expenditures, I would ask that you all um really get with staff on that. um as we listened in our financial reporting today, it's really important that we're ahead of those uh of budget amendments and things like that and that's trying to clean up that business during the audit moving forward and that that follows the recommendation from uh my base. So that's future business. Um I'm going to close this section unless y'all have anything else. I found this one grant but the application is already open and it ends at the end of January. So, I don't even know if it's feasible, but it's through um Texas&M. It's called the Texas Resilient Landscapes Initiative, and it's to help um support reforestation efforts in areas that have experienced tree damage due to natural disasters within the last 10 years. This

includes tree, fire, flood, wind, ice storms, tornadoes, hurricanes, drought, and sand, and disease issues. Just Oh, well. um the feel like you would meet the eligible requirements. Um but again, this is a very short window, so I don't even know if this is something that we could possibly take a closer look at. I know we're not to discuss. Did you mention a end date?

It's January 14th. My other question as far as eligibility, um, do we have a minimum project area within Sydney property that is 10 acres? I don't know if it could be

like an acre here, an acre here or half acre, you know, together. uh we can't discuss but I think it's worth researching and if you want support on that I think a lot of us would be will support you sounds good. Anything else? All righty. So we'll close that section of the agenda and we'll go into announcements. Um just a brief announcement. There is a road closure expected on Marlo Drive at the Triangle Park December 13th from 2:30 p.m. to 6:30 p.m. for the City of Wood Creek holiday event, Jingle and Mingle. They are also looking for volunteers. So, if you are able-bodied and capable, we'd love for you to show up early and stay late and help out. And of course, we hope everyone attends and enjoys letters to Santa, cookie decorating, cookie eating, um, and just, you know, getting together with your neighbors. Uh next I am creating an ad hoc work group of the mayor for the purpose of developing programs identifying infrastructure improvements and creating community enrichment activities for elder residents called the Wood Creek elders. Um, this is not necessarily related to age to be a member, but we are or I am specifically trying to target residents that might be considered senior citizens or of advanced years or however you want to delicately put it because um in previous times we've acknowledged that the city could improve our uh support of this population base. Item number three, planning and zoning chair James Miller has resigned with one year remaining in the unexpired term as appointed by Mayor Peran Gmer and approved via council vote. A replacement appointment will proceed at a future regular council meeting. The planning and zoning currently lacks a quorum to meet and has pending business. Um so related to that, you know, January is when we start

making all these appointments again. So everyone um just kind of have that on your radar. And then um piggybacking on that, calling all volunteers. We have openings on all governing bodies and several subcommittees. Please fill out a form online or stop by city hall to learn more. And um it would be nice if all of y'all petition people you know to join. Uh as a reminder, a mayor makes the appointments uh by council approval to uh trees and parks and the community relations board, but you all, specifically you three are uh required to make the appointments on uh with approval by council vote of course to the planning and zoning commission. So it's important if you have specific people you would like to join that you solicit them and we do have some applications on file that would come up in January.

Correct. for planning and zoning. I fulfill the one year unexpired term of James Miller. You make the appointment. Yeah. Council, but it's the new members. Sorry, it is Linda Swber. That's my It's Christa Richardson and Linda Swber. Yeah. Anything else? Motion to adjurnn. I need a second. So move meeting adjourned at 8:24 p.m.